Excel as a Tool to Troubleshoot SIS Data for EMIS Reporting

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1 Excel as a Tool to Troubleshoot SIS Data for EMIS Reporting Overview Basic Excel techniques can be used to analyze EMIS data from Student Information Systems (SISs), from the Data Collector and on ODE EMIS reports This session will demonstrate Excel functions and practical applications that can be helpful in all phases of the EMIS data review process 2 1

2 Outline Basic Excel Functions Text to Columns Filtering to Verify Attendance Patterns VLOOKUP to Add Names to a Report Conditional Formatting to Verify RIMP Code Reporting 3 Basic Excel Functions Wrap Text Header Row Freeze Top Row Expand All Columns Sort Filters Tabs in a Workbook Create a Workbook 4 2

3 Wrap Text Header Row Select the header row by clicking on the number 1 From the Home Tab select Wrap Text 5 Freeze Top Row Select the View Tab Then select Freeze Panes And Freeze Top Row 6 3

4 Expand all Columns Click on the triangle between Column A and Row 1 to select the entire spreadsheet Place cursor between any two column headers and double click 7 Sort From the Data tab choose Sort Check My Data has Headers Sort by State Student ID Sort on Values Order A to Z 8 4

5 Filters From the Data tab choose Filter Filters will be available to select in each column header 9 Filters, cont d Filters show all values in the selected column Filters are an effective way to divide and conquer data by one or more filtered values at a time In this filter example, only values of N and Y appear in this column 10 5

6 Tabs in a Workbook Some EMIS reports contain multiple spreadsheets which make a workbook Using tabs is an effective way to organize multiple spreadsheets of data such as reviewed copies of the same report Tabs are located at the bottom of the spreadsheet 11 Create a Workbook Open an existing spreadsheet or a new spreadsheet Click on the plus symbol to add a new tab To name a tab, right click on the tab and select rename Cut and paste data into your workbook Ctrl A = Select All Ctrl C = Copy Ctrl V = Paste 12 6

7 Quick Check Basic Excel functions can be used to check accuracy and completeness of EMIS data at any point during the EMIS data reporting process. Can you use basic functions to set your spreadsheet up to be user friendly? Can you sort and filter to troubleshoot a spreadsheet of data? Can you use tabs and create a workbook? 13 Text to Columns 14 7

8 Opening CSV files with Excel Sometimes when opening a CSV file the data is not separated into columns The data is comma separated and is all contained within Column A To separate the data into columns, use the Excel Text to Columns function 15 Text to Columns Open EXCEL_2_Text_to_Columns1.xls Select Column A 16 8

9 Text to Columns, cont d Select the Data tab and then Choose Text to Columns 17 Convert Text to Columns Wizard Step 1 Choose Delimited and Next 18 9

10 Convert Text to Columns Wizard Step 2 Tab will be selected by default, select Comma and Next 19 Convert Text to Columns Wizard Step 3 Step 3 will allow users to select a format for each column. When columns contain IRNs the format must be Text or the leading zeros will be dropped

11 Data Separated into Columns 21 Quick Check EMIS data is often in CSV (Comma- Separated Values) format and typically opens within Excel with the data separated into columns. Sometimes the data does not separate into columns automatically. Use Text to Columns to separate the data into columns. Can you use the Text to Columns feature to separate data into columns? Can you identify other situations when the Text to Columns Wizard might be helpful? 22 11

12 Filtering to Verify Attendance Patterns 23 Filtering to Verify Attendance Patterns The next set of slides will use filters to verify that calendar data makes sense with student attendance patterns Students are reported with Attendance Patterns EMIS Calendars contain Attendance Patterns Use Excel to cross check the data 24 12

13 Attendance Patterns and Calendars This is a scrambled query of SIS Data that includes student Percent of Time, Grade Levels, Attendance Patterns as well as Attending IRNs Verify that the calendar collection contains the same combinations of Building IRN, Grade Level and Attendance Pattern 25 Filter Calendar Display Report Using the Calendar Display Report from the Calendar Collection, apply filters and view calendar names Compare the calendar names listed in the filter to the student data from the SIS query to verify that calendars are being reported for each building, grade level and attendance pattern combination

14 Quick Check Student Attendance Patterns are reported in Student (S) Collections, while Calendar data with matching Attendance Patterns are reported in Calendar (C) Collections. The data doesn t meet until Level 2 FTE Reports are generated. Comparing the data could prevent issues when the FTE reports cannot determine a student s calendar. Are you able to run a SIS query of calendar related student data? Are all student building, grade level and attendance pattern combinations appearing in the Calendar Display report? Are students on appropriate calendars? 27 VLOOKUP to Add Student Names to a Report 28 14

15 VLOOKUP to Add Student Names to a Report The next series of slides will demonstrate how to use the VLOOKUP function to add names to the Prep for Success report The FY16 Prep for Success report was loaded into the Files tab of the Data Collector and contained FY15 and FY16 Graduates (more specifically Yr and Yr graduates) In this demonstration we can use the Student Demographic (GI) Files from the FY15 and FY16 Graduate (G) Collections since they contain both SSIDs and Student Names 29 Files Needed for this Demonstration Log into the Data Collector and uncheck Don t show expired collections At the Data Set filter choose G click on Review for both Graduation Collection FY15 and Graduation Collection FY16 save the Student Demographic (GI) CSV files From the Files tab select Run Query locate the most recent version of the Prep for Success Report 2016G_Prep_for_Success_Detail_ xls 30 15

16 Open Demographic Files EXCEL_5_2015G_Student_ Demographic_(GI).xls EXCEL_6_2016G_Student_ Demographic 31 Copy Data from 2016G Demographic File Highlight data from 2016G Demographic spreadsheet and click Copy 32 16

17 Paste Data into 2015G Demographic File Select the cell below the last row of data on the 2016G Demographic spreadsheet in this example, Cell A17 then select Paste 33 Sort Student Combined Demographic Spreadsheet by SSID Select all data by clicking on the triangle between the Row 1 and Column A. Click on the Data tab and Sort On the Sort Prompt, check My data has headers Choose State Student ID as the Sort by Click Ok 34 17

18 Open and Sort the Prep for Success Report Sort the file by State Student ID Insert a blank column Highlight column D then right Click and select Insert to create a new blank column D 35 Building a VLOOKUP Function To build the VLOOKUP Function, we need The value to lookup (SSID from Prep for Success Report) The range of cells on the Demographic (GI) file to find the values The column number within the selected range that contains the value to return (from the Demographic (GI) file) Exact Match (FALSE) The next series of slides will demonstrate the VLOOKUP function step by step and then will demonstrate the VLOOKUP Wizard 36 18

19 VLOOKUP Step One Select Cell D2 on the Prep for Success Report and type =VLOOKUP( 37 VLOOKUP Step Two In this step we are indicating that we want to find the State Student ID, Cell C2 value in the demographic file. Add a Comma after the C2 value

20 VLOOKUP Step Three Place your cursor in cell A2 and drag over and down to select all values on the Demographic file 39 VLOOKUP Step Four The VLOOKUP values will automatically appear in the formula bar on the Prep for Success report based on the value range selected from the demographic spreadsheet Enter a comma after the last value in the formula 40 20

21 VLOOKUP Step Five Indicate the column on the Demographic file that contains the value to bring back. In this case it is column number 6. Add a comma after the 6. To bring back the exact value from column 6, add FALSE and then close the function with a parenthesis ) VLOOKUP Step Six After pressing Enter the student s last name appears in the search. Click at the bottom right of the D2 cell and get a + symbol and then drag down to populate the same function into the cells below. Double clicking will populate the column down. The same process can be done to bring in first and middle names into the Prep for Success report

22 VLOOKUP Wizard To use the Wizard for the VLOOKUP click on the Function icon, then choose VLOOKUP and click ok 43 VLOOKUP Wizard, cont d Lookup_value = C2 Table_array = Select from source file to populate Col_index_num = Which Column in course file? Range_Lookup = False 44 22

23 VLOOKUP Wizard, con t VLOOKUP Wizard once all values are selected 45 Quick Check The VLOOKUP function in Excel can be used to bring data from one spreadsheet to another. When ODE EMIS reports are void of names, or missing a large number of names, the VLOOKUP can be used to add names to the report to aid in troubleshooting the report. Can you find a source file that contains the SSIDs and student names that are missing from your report? Are you able to write a VLOOKUP function to bring the names into the report? Can you think of other instances where the VLOOKUP could be used? 46 23

24 Conditional Formatting to Verify RIMP Code Reporting 47 Conditional Formatting to Verify RIMP Code Reporting The next series of slides will look at third grade students, Reading Diagnostic Values, and Reading Improvement and Monitoring Plans (RIMPs) Reference data reporting rules for the diagnostic values, which are in EMIS Manual Section 2.6 Student Attributes No Date (FN) Record ODE Home > Data > EMIS > Documentation > EMIS Manual 48 24

25 SIS Query This is a sample SIS query (scrambled) of third grade students, disability conditions and Reading Diagnostic Values. Open EXCEL_7_SIS_Query_Third_Grade.xlsx Sort or filter to identify students with a diagnostic value of EX and a disability condition and verify for accuracy Sort or filter by diagnostic value of NO and verify that a RIMP code is being reported 49 List of Students Not on Track Students who are not on track for the Third Grade Reading Diagnostic (NO) should be on a (RIMP) Open EXCEL_8_Student_Program_ Record_(GQ).xlsx 50 25

26 Verify Not on Track Students are on RIMPs Query the SIS or view the Student Program File (GQ) from the Data Collector current Student Collection Use filters to identify all students on RIMP Codes and all to (not ) 51 Combine SSIDs from Spreadsheets This screenshot shows both spreadsheets (Students Not on Track and Student Program GQ) and below is a new spreadsheet containing all SSIDs from both spreadsheets 52 26

27 Conditional Formatting From the Home tab, choose Conditional Formatting, Highlight Cell Rules, then Duplicate Values 53 Conditional Formatting, cont d In the Duplicate Values Prompt, leave the values as defaulted and click OK This function highlighted SSIDs that were in both the Not on Track file and in the RIMP Code file. The two students who are not highlighted are Not on Track and do not have RIMP Codes reported 54 27

28 Quick Check Students with a Reading Diagnostic value of NO - Not on Track must have RIMP (Reading Improvement and Monitoring Plan) program codes reported to EMIS. Districts who do not place students on required RIMPs will see a deduction in their Third Grade Reading Guarantee Local Report Card measure. Have all RIMPs been entered into the SIS? Do you have students with Reading Diagnostic values of NO who are not on RIMPs? Can you think of other instances where the Conditional Formatting could be used? 55 Summary Basic Excel techniques can be very useful when troubleshooting EMIS data in the Student Information System when troubleshooting EMIS reports when troubleshooting preview/review files These techniques should be part of your everyday practices 56 28

29 Resources Microsoft Excel Help within Excel? Articles and Videos Google it Microsoft Excel Classes Your ITC 57 Questions? 58 29

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